KAMPALA UNIVERSITY

JINJA CAMPUS
NAME : KIRABO PRISCILLA ALICE

REG NO : ........................................................

COURSE : PUBLIC ADMINISTRATION

COURSE UNIT : INTRODUCTION TO PUBLIC ADMINISTRATION

YEAR : ONE

SEMESTER : ONE

PROGRAM : WEEKEND

TASK : COURSEWORK

LECTURER’S NAME :

QUESTIONS
1. a) administrators need to be highly organized and have good communication skills. (Market
Business News, 2024)

In most environments, administrators create short- and long-term strategies, set goals, and
organize efforts to ensure operational success. They oversee processes and support business
functions to ensure everything runs smoothly and efficiently. They may hold managerial
positions, but they usually support members of their departments and teams to perform their
duties. Administrators often direct operations and make decisions to advance the overall goals of
their areas of responsibility. You can delegate tasks, customize rules and processes, and assign
roles to support project, business, or organizational goals.

To make sure these plans succeed, the administrator above all needs to understand
the how, when, and who of the whole plan.

All administrators are in charge of administration. Administration refers to activities that deal
with organizing and managing the work of a business. Administration also exists in government,
charities, and many other types of organizations.

Administrators’ roles are integral to the organization in which they work. Their functions
typically comprise a wide set of duties, including filing and management.

Roles and responsibilities of an administrator

The main job responsibility of an administrator is to ensure the efficient performance of all
departments in an organization. They act as a connecting link between the senior management
and the employees. They provide motivation to the work force and make them realize the goals
of the organization.

They provide administrative support to the organisation, maintaining records, scheduling

meetings and appointments, and responding to customer queries.

They lead the employees within the company to attain the main objective of the organization
needs the amalgamation of resources and an effective support system. An interpersonal skill,
which is the most commonly found talent among the administrators, is essential as he/she needs
to interact and deal with people with different personalities.

Staffing is another important role of an administrator. For this, complete knowledge about the
company and to understand what it requires is very necessary. The administrator must interact
and coordinate with other departments of the organization, including the human resource
department.

They may manage office supplies, organise files, prepare reports, answer phone calls and provide
customer service. Administrators may also be responsible for managing data entry and
processing, creating presentations, and providing support to other departments,

An efficient administrator is a liaison between employees and management. The admin team
understands the need for the employees as well as the management and hence plans things
accordingly to meet their demands. It helps to maintain a balance in the organization and also to
keep a positive environment free from conflicts.

To establish and maintain an organizational climate that encourages the development, retention,
and a high level of morale among personnel.

Keep his/her immediate supervisor informed of activities of the unit, particularly of major or
unusual developments, and seeking his/her advice and counsel.

To promote an integrated effort in the administration of the organisation by cooperating with

other administrators and staff and coordinating his/her activities with theirs when such action is
indicated.

To maintain effective relations with the community and other institutions. They also interpret
company policies and programs accurately and constructively.

To recommend the budget for his/her department, office, or division and, within limitations
established by the board, to administer his/her budget.

To serve on committees and councils as directed by board policies and procedures or by his/her
immediate supervisor.

b)

The administration department is the backbone of the company. A skilled and efficient
administrator is an asset to the organization. He/she is a link between the employees and the
management of the company. Without an excellent team of an admin department, an
organization cannot run smoothly.
Below are the Administrative techniques and skills required as an administrator;

Strong organizational skills

Administrative and organizational skills go hand in hand. Not only do those in administrative
positions keep on top of competing priorities by multitasking in often fast-paced environments,
they often help their managers juggle their schedules, too.

Some common examples of organization skills are:

 Organizing and maintaining records, files, and databases

 Scheduling appointments and maintaining calendars

 Writing memos and transcribing recorded dictation

 Creating email templates

 Making travel arrangements

Communication

Written and verbal communication skills are highly important administrative skills. Since
individuals in administrative roles usually need to communicate with a large range of people,
they also know how to communicate effectively with different stakeholders. For example,
communicating with their manager requires a different style to communicating with clients.

Delegation of tasks is also an integral communication skill, as is the ability to convey

complicated information.

Computer skills

While administrators often file and manage hard copies of company documents, they also
sometimes perform a variety of computer-related functions. Network or system administrators
often need advanced technology and computer knowledge to assist those within their
organization with their computer-related needs. Office or clerical administrators use computer
skills as well when composing reports, responding to emails and using online programs for
bookkeeping or financial functions.

Teamwork and interpersonal skills

Teamwork and interpersonal skills are vital to businesses, and especially so to administrative
roles. These skills bring together individuals’ skills in order to achieve business goals.

This involves effectively interacting with and working with a broad range of colleagues of
varying seniority across different departments, as well as clients and customers.

Time management

Because administrators handle a variety of functions for organizations, time management skills
can help them prioritize tasks and deadlines. These skills can also help with scheduling duties.
Coordinating meetings and events can require administrators to understand the scheduling needs
of their managers and others in their office.

Problem solving

To help companies meet their goals and stay focused on initiatives, problem-solving skills can
help administrators come up with viable solutions to increase efficiency, improve performance,
and remove redundancies. A court or organization may hire an administrator to perform an
overhaul where they devise strategies to get companies or estates back on track. Regardless of
their specific job functions, problem-solving skills can help administrators create effective
strategies for managing their workloads and streamlining processes.

Social skills

Social skills can help administrators communicate with teams, management, clients, and
partners. They may have to respond to correspondence, answer emails, and direct phone calls.
Some administrators regularly execute reception-type duties for their businesses and social skills
can help them represent their business. As a frequent first point of contact, administrators with
adept social skills, cheery dispositions, and helpful personalities often make good impressions on
team members, clients, and visitors.